Product ManagerProduct Manager

The Product Manager is where all of the items sold on a sales ordered are requested for purchase, placed on a purchase order, allocated, or delivered. Many of these functions are processed throughout the iPoint software. But this is where all item processes can be monitored or completed in one location.

You get here by clicking the Product Manager button on the Product tab of the Sales Order.

The header of the Product Manager shows the Client Name and Sales Order Name.
The Total Cost for Selected field displays the total of all the items that have a checkmark in the Select column.
Next is the Options button, which is described in detail by clicking here.

The List

Sales Order Product listSales Order Product list

All products sold to the customer will appear on the product list, both from the original sale as well as any approved change orders. Items will be displayed in various groups, as determined by the sort settings in the options button. The grey header shows what the sort grouping is. In our example, we are sorting by Location.

Next will be a list of each item and a number of helpful details.

  • Item Name is in bold
  • Vendor Part number is next. This may be the same as the item name.
  • The Location where the part is scheduled to be installed.
  • The Cost per item as well as the extended Total for all items. This is the cost times the quantity sold.
  • The Description will display the default sales description unless it was modified by the salesperson on this particular sales order.
  • Qty Sold is… well… the number of items sold on this line.
  • Select checkbox – you will use this to do bulk processing using the Options button.
    • If an item has been discontinued, the user will be prompted with a dialogue box letting them know that. The user can choose Proceed or Cancel and replace the item before processing a purchase request.
  • Req’d checkbox – a check in this box indicates that the product has been requested and is on the Purchase Request Manager. More details on how to request a part later in the manual. But this checkbox is also available to remove the request by simply clearing the checkbox. You can’t request the product by checking the box.
  • Next you’ll see three columns of numbers, each details the status of the various products through the purchasing process.
    • A number in the Ordered column indicates the items are on a purchase order. If the number is red that means the PO has not yet been submitted.
    • A number in the Allocated column means that items have been reserved specifically for this job. It might have been pulled from inventory or received on a purchase order. But either way, this product is on hand (in the building) but not available for any other job.
    • The Delivered column indicates the number of items that have been marked as delivered to the customer. This is usually done by a technician in the field as they deliver the product, a warehouse staff member as they check the product out of the building, or a project manager who is managing the overall flow of the product.
  • Details button provides additional information and process for each individual line item.
  • The last section references the Stock status.
    • Available stock quantities are in the first column. This indicates how much existing inventory that is not allocated to another job is available.
    • Ordered stock indicates the product that is on a stock purchase order. In other words, the product on a PO is not ordered for another sales order, project, work order, or invoice.
  • Non-Inv indicates that no inventory counts are kept for the item because it is marked as “non-inventory.” You still have to order, allocate, and deliver the product. It’s just that iPoint doesn’t keep track of how many are in stock.

Before we jump into how to use the Product Manager let’s look at a couple of additional visual indicators that will be helpful.

  • Purple Text – an item listed in purple is a Package header or the name of a group of items that have been kitted together. You typically do not order packages. In fact, there is an option in Settings > Module Settings > Proposals > Sales Orders: Don’t Show Packages in Product Manager that you can hide packages.
  • Crossed Out Grey Text – when an item is grey and crossed out, it has been removed from the Product Manager and is waiting for someone to add it to a change order on the Change Order > Removed Parts list.
  • Red Text – red text indicates that a product is either over or under-allocated. For example, if 100 feet of wire was sold to a job, but only 75 feet have been ordered, allocated, and delivered, then iPoint sees that we are 25 feet short of what was sold.
    Orange Text – items displayed in orange are things that have been added via a change order. Note: Unapproved change orders will not be displayed in the Product Manager until they have been approved.

Details

Now that you know how to read the Item list, let spend some time on the Details button. Click the Details button on any item to open the Product Details pop-up window.

Across the top, you’ll see the Item Name and Part Number of the item you are looking at.

Then you’ll see the Open Master button. When you click this button a new window opens with the Item Details for this part from the Items module. For full details about the Item Details window, go to the Item Details portion of the manual.

There are four tabs next which provide different types of details for Inventory, Tracking, Purchase Order, and Invoices regarding this item. Let’s look at each tab individually.

Product DetailsProduct Details

Inventory

The inventory tab provides details and action for inventory transactions for this item and is subdivided into four unique tabs.

This Item

The This Item tab shows the current location of the allocated product. If no product has been allocated then the details will be blank. The allocated product will be displayed with three action items:

  • Transfer – click this link to move the product from one location to another. You will have to choose a Transfer To location in the dropdown box and enter a Transfer Qty. Once those fields are filled in you will be able to click the red Save Transfer button. The items are still allocated to this sales order, you’ve just moved them to another location for storage. Use this if you want to transfer product from the staging area into the technician’s van, for example.
  • Deliver – click this link to move the product out of inventory and delivery it to the customer. This is the same action that your technicians do on their work orders when they mark product delivered. The option is available here so that project managers can take care of delivering things that the technicians missed.
  • Un-Allocate – use this link if you want to move the product from an allocated status back into inventory. You would use this if you needed to steal an item from one sales order so it can be used on another sales order.
    When you un-allocate a part, you need to tell iPoint where the part is being moved to, so pick a Transfer To location and a Transfer Qty amount. Then click the red Save Remove button.
    A removed item can be treated in two different ways and you will need to tell iPoint what your intentions are by answer the question in a pop-up window.
  1. Permanent – Use this option when you are completely removing the product from the job because it is no longer needed. The part will be crossed out on the Product Manager list and moved to the Removed Parts section of the Change Order tab. A project manager or salesperson will then need to add the item to a change order so that the cost of the job can be adjusted appropriately and, if necessary, a credit issued to the customer.
  2. Stock – Use this option when you are temporarily removing the part so that it can be used elsewhere. The item stays on the Product Manager. Additionally, the part will automatically appear on the Purchase Request Manager so that the purchasing department can order a replacement.
  3. Cancel – If you decide you didn’t want to actually un-allocate the part, you can cancel the transaction.
  • Return – this link is above the location section and is used to return the product from the items delivered to the customer. You’ll use this option if the technicians brought a product back to the office that was previously delivered. Just like Un-allocating an item, you’ll need to tell iPoint where the part is going to be stored by choosing a location in the Return To dropdown and entering the quantity being returned. Click Save Return to bring the item back into inventory. Note that the item is still allocated for this job. So if this is a permanent removal, you’ll need to use the Un-Allocate link as described above.

If the item you are working with is missing the Customer Tracking Label that is normally printed from the purchase order, you can reprint them here. Use the Print Avery QR Label button to print on a sheet label or the Print In-Line QR Label to print using a roll style label.

Product Details: Available StockProduct Details: Available Stock

Available Stock

Click on the Available Stock # tab to see where available inventory is stored. The # in the tab will show how many items are available to be allocated. This number does not include other inventory that is already allocated to another job.

Each inventory location with available stock will be listed here. Click the Apply From Stock link to move the stock from that location to this job. Just like other inventory transactions here, you will have to tell iPoint where you are transferring the item and indicate the quantity you want to move. Then click Save Transfer.

Manual Stock Override button
With the correct permissions (Settings > Permission Sets) you can perform a manual stock override. This means that if you do not have enough inventory for a particular job you can manually create an adjustment to the inventory so that you can allocate or deliver the product. Keep in mind this bypasses the inventory process as designed and is not recommended. Note: Manual Stock Overrides appear on the stock tab of the item as “Manual Override from SO”.

Product Details: Stock on OrderProduct Details: Stock on Order

Stock On Order

The Stock On Order tab will display any purchase orders where the item is ordered for Stock. From here you can adjust the stock purchase to reserve the incoming part for this sales order.

Keep in mind that product on a purchase order that was requested from a job is not available here. Only product that is being ordered for inventory or stock will be visible here.

Each line displays the PO Reference #, Vendor, quantity Requested and job Name reference, if any.

Click the View PO button to open the purchase order itself.

Click the Use this Ordered Stock button to have iPoint adjust the purchase order so that the item will be allocated to this sales order. Effectively, this button changes the Stock transaction to a Sales Order transaction. Once you’ve allocated the stock, you have the opportunity to go look at the purchase order to verify the transaction worked as expected.

Back on the Product Manager, the item you allocated will now show in the Ordered column.

Product Details: SubstituteProduct Details: Substitute

Substitute

Use the Substitute tab to swap out products on the sales order. This would typically be done if an item is no longer available, for example, a television model year-end. Or maybe the quoted product isn’t adequate, like an HDMI cable that is too short.

  1. Use the standard Manufacturer, Category, Type, and Wild Card searches to narrow down the list of products you can pick from.
  2. Then use the Product dropdown box to find the item you want to substitute. Without performing the search in step one you would be able to select from the entire iPoint product list.
  3. If you know the part number, you can enter it in the Product field. iPoint will slowly narrow the list to items matching what you’ve typed and then you can pick the exact item.

Now that you have an item selected in the Product field you have two options.

  • Substitute This Item – click this button to only replace the item where you clicked the Details button.
  • Substitute Matching Items – use this button to replace all of the same items on the sales order.

Note: Substituting an item is not a change order. Substitutions simply replace the product and adjust the cost of the sales order. The price to your customer remains unchanged.

Product Details: TrackingProduct Details: Tracking

Tracking

The Tracking tab shows the details of how this product has moved through the iPoint system.

Serial Numbers that have been entered through the purchasing and delivery process will be displayed here.

The Purchase Request Manager is available by clicking the View in Purchase Manager button. The PRM opens in a new window for your reference.

You’ll see a line for every movement that shows:

  • User Name of the logged-in user who did the transaction
  • Type of the transaction. This might be a Purchase Order transaction when the item was purchased, or a Delivered transaction when the product was handed off to the customer. You’ll also see entries if the product was transferred from inventory and allocated to this job.
  • Qty In shows the movement of the product into an inventory location while Qty Out shows movement out of the inventory location. If an item was moved between multiple staging locations, you’ll see an entry for each move.
  • Location/Time lets you know what inventory location was adjusted and the date that the transaction took place.
  • The WO: reference will display the work order name and number where the transaction took place.
  • Memo is an available reference here on the Product Details where you can store notes for future reference.

If the item you are working with is missing the Customer Tracking Label that is normally printed from the purchase order, you can reprint them here. Use the Print Avery QR Label button to print on a sheet label or the Print In-Line QR Label to print using a roll style label.

If you are accessing iPoint on an iOS device, there are two additional buttons available for you on the tracking tab. Scan to Add Serial Number and Scan to Remove Serial Number activate the internal camera on your iPhone or iPad so you can capture the serial number by scanning the barcode serial number on the item. These buttons are not available on the computer version of iPoint.

Product Details: Tracking (iOS)
Product Details: Tracking (iOS)

Product Details: Purchase OrderProduct Details: Purchase Order

Purchase order

The Purchase Order tab shows pertinent information from the PO where the item was ordered. This tab is informational only and there is nothing enterable here.

  • Reference – this is the purchase order number
  • Vendor – the name of the company where the product was ordered
  • Status – the status of the PO as set by the receiving department
  • Submitted Date – the date and time that the PO was marked as submitted to the vendor
  • Expected – the date the delivery is supposed to be received
  • Tracking Number – the tracking number for UPS, FedEx, or USPS
  • Qty Received – the number of items received to date
  • Internal Notes – comments added by purchasing for internal use only
  • Printed Notes – comments added for the vendor on the PO

Go to Purchase Order button
If the information provided here is not enough, clicking this button will open the actual PO where you can get more details.

Product Details: InvoiceProduct Details: Invoice

Invoices

This tab is only visible if you are not using the RFP process. When invoiced, the details about the invoice item are available:

  • Invoice number
  • Invoice Date – when the invoice was created. There is an optional setting that might make the invoice the date it was marked submitted. Your system administrator can set that in Settings > Module Settings > Invoices > “Automatically Change Invoice Date to Submitted Date When Submitted”
  • Status – of the invoice. Submitted usually means that the customer has received the invoice.
  • Terms – what the customer’s payment terms are
  • Grand Total of the entire invoice, not just this item
  • Payment status of the customer’s payment
  • Balance Due the amount left to be paid on the invoice. This is the Grand Total minus any payments or credits applied.
  • Internal Note this comes from the Memos & Signatures portion of the invoice.
  • The Go To Invoice button opens the physical invoice in iPoint so you can see more details.
iPoint Version: 10.0129
Last modified: 1 Feb 2021

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